Job Description

Payroll Title:
ADMIN OFCR 2
Department:
SURGERY/Minimally Invasive Surgery
Salary Range
Commensurate with Experience
Worksite:
East Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Monday-Friday

As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.

#112117 Administrative Specialist

Extended Deadline: Tue 12/14/2021

For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy

UCSD Layoff from Career Appointment: Apply by 10/05/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/15/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will remain open until a successful candidate has been identified.

This posting has been slightly modified. 

DESCRIPTION

The Department of Surgery is one of the largest departments in the School of Medicine and is comprised of 103 faculty members, 18 physicians employed on MSP agreements, 31 doctors employed by the VA or other facilities, 104 accredited and non-accredited trainees and 161 career staff. Activities are organized in 7 sub-specialty divisions. Department activities span 5 major institutions including three medical centers and cover all aspects of the teaching, research, clinical and service missions of the University. The Division of Minimally Invasive Surgery is a key component.

The Administrator for the Division of Minimally Invasive Surgery (MIS) will provide high-level administrative support to the Division Chief, which requires tact, diplomacy and discretion on a wide variety of complex and sensitive issues. Using independent judgment and strong organization skills, will provide analysis in triaging correspondence and telephone calls and drafting correspondence, preparation of reports, book chapters and manuscripts, as requested. Incumbent will also provide administrative support to all division faculty and personnel.

Incumbent will participate in planning and make significant contributions to the short and long term goals of the Division in conjunction with the Administrative Vice Chair. Act as liaison with School of Medicine, Office of Contracts and Grants, Department Business Office, International Center and federal and private granting agencies. The Administrator will maintain, extract, analyze, interpret and report on data from sensitive and confidential information in electronic and paper form. Responsible for daily calendar, correspondence and assist in the preparation of academic review files. The incumbent will also serve as the Operations Coordinator for the Center for the Future of Surgery.

Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.

MININUM QUALIFICATIONS

  • Bachelor’s degree in related area plus two (2) years of related experience/training OR six (6) years of related experience, education/training.

  • Demonstrated experience with complex calendaring, travel, and event planning.

  • Experience managing day-to-day operations of busy division or practice.

  • Experience working in clinical settings.

  • Ability to use sound judgment in responding to issues and concerns. Ability to resolve conflicts with creativity and authority while maintaining a professional relationship. Ability to control situations or events in the absence of higher authority and ability to make recommendations or decisions that affect office operations and activities.

  • Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Ability to interact with a variety of people, including high-level executives, civic leaders, and members of the community from diverse cultures and backgrounds. Ability to exercise political acumen and maintain strict confidentiality (in interactions with both internal and external people) concerning work-related information.

  • Working knowledge of common organization-specific and other computer application programs. Experience using IFIS, Microsoft Word, Excel, Power Point, and EPIC.

  • Solid proofreading and editing skills to ensure accuracy and correct grammatical content of documents. Strong composition, editing, and proofreading skills to review copy for appropriate style, consistency, format, completeness, errors, etc.

  • Ability to interpret and disseminate information on a wide variety of complex policies from various organizations.

PREFERRED QUALIFICATIONS

  • Knowledge of UCSD Policy and Procedures.

SPECIAL CONDITIONS

  • Employment is subject to a criminal background check.
  • Overtime, occasional evenings and weekends may be required.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Application Instructions

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